Planning a board meeting is a big task. Set a clear agenda and distribute all the materials in advance. Also, ensure that everyone is present at the meeting. Keeping the meeting focused is essential however, that doesn’t mean you can’t make it enjoyable. In fact, the best method to ensure that your attendees are engaged is to tap into the unique expertise of your board members.
It’s also a good idea to send an announcement prior to the board meeting that clarifies the expectations for attendance. This will reduce the chance of sudden absences, and help make sure that all participants have all the information needed to be productive during the meeting.
Another key part of the preparation process is to review the previous minutes of the board meetings. This will allow the board to understand the discussions that took place in previous sessions, and allows them to tailor the discussion topics according to this.
The most frequently discussed topic at board meetings is a review of the company’s performance since the last meeting. Discussions could include sales figures as well as marketing traffic and other relevant metrics. It is important to highlight any milestones or accomplishments, but also look for areas for improvement, such as missed targets or increased costs.
It is important to concentrate on compliance and legal issues, such as ensuring that laws and ethical standards are adhered to. It is in this field that the designated record keeper can be very useful. They can keep track of decisions and discussions to benefit future meetings.